Effective Communication mechanisms at workplace

1. Communication at
Work Place
Dr. Neelam Mulchandani
R. K. Talreja College of Arts, Science and Commerce

2. What is
communication?
Communication
is the process of
exchanging:
Information
Ideas
Thoughts
Feelings
Emotions
Through:
Speech
Signals
Writing
Behavior

3. Introduction
Components of organizational communications:
Sending and
receiving
messages
Generation of
meaning
Contextual
aspect of task
performance
Meeting
deadlines
Fulfilling
objectives
Observing rules
and systems
Organizational Communication – the flow of messages
within a network of interdependent relationships

4. Characteristics of Formal Communication
Job-specific Planned Proper
channels
Tailor-made Reliable

5. Advantages and Disadvantages
Advantages
Establishes direction
Motivates personnel to perform
Disadvantages
Long chain of command
Time-consuming and cumbersome
Possible distortion in
communication

6. Downward communication
From higher management to lower management
• Instructions about a specific task
• Instructions and procedures of the organization
• Instructions that create understanding of a task
• Feedback about subordinate’s performance
• Identification of goals of organization
Purposes of downward communication
Simple and carefully explained
Possible misinterpretation or negligence to information

7. Upward communication
Lower level to higher levels of management
Purposes of upward communication
• To give information to management
• To enable them to understand concerns of subordinates
• To enable all employees to make contributions
Employees might be shy
Gap in communication
Possible deliberate suppression of information

8. Channels of
Communication
Periodical progress reports
Periodical review meetings – informal
Subordinates meeting superiors
Suggestion schemes
Committee meetings
Well-planned award system
Open Door policy for free access to managers
Informal gatherings, family picnics, etc.
Standing Committees

9. Horizontal
Communication
• Communication between same level of authority
• Horizontal communication is more interactive than
vertical communication
• Needed for persuasion, decision making, opinions,
emotional and social support
• Conference setup
• Collective achievement of goals

10. Diagonal/Crosswise Communication
Individuals from different levels
communicate with each other
Features of diagonal
communication
Speeds up flow of information
Creates healthy work relationship
Brings proper co-ordination
Makes problem-solving easy
Controls distortion of messages
Needs trust and transparency to be
effective

11. Disadvantages
Likely to
bypass the
vertical chain
of commands
May be seen
as an
interference
May create
doubts about
the superior’s
accountability
Decisions may
be resisted by
by-passed
authority
Can cause
anarchy in the
organization

12. Consensus
• Method of decision-making that reflects ideas
and thoughts of all the team members
• Decisions are explored thoroughly, and strong
disagreements are resolved
• Acceptable to everyone
• Neither unanimity nor majority
• Discussion and accountability of view-points
• Everyone to act as a member of a group

13. Aspects of Consensus
• Requires:
• Time
• Communication Skills
• Considering disagreement and
conflicts as part of the process
• Keeping an open mind
• Thinking creatively
• Shared Values:
• Unity of purpose
• Cooperation
• Mutual Trust
• Common ownership of ideas
• Valuing feelings and conflicts
• Equal power
• Willingness to learn
• Time and process

14. Informal
Channels
• Compensate for inadequacies in formal network
• Some matters can be expedited using informal
channels
• Might serve the needs of the individuals
involved
• Protect individuals from getting isolated

15. Methods of Communication
• Verbal
• Accompanied by non-verbal forms
of communication like facial
expressions, body language,
gestures, voice quality, etc.
• Written

16. Attributes of Verbal Communication
Speed Record Precision Accuracy
Length Expense
Body
Language
Feedback

17. Thank you
Any Questions?